IS EXCEL 5 NOTES

Here’s a summary of only the Excel functions and tasks that could be tested in a quiz,
based on the transcript:

✅ Key Excel Functions & Concepts (Session 5)

1. VLOOKUP (Vertical Lookup)
In referance to column we using to search
• Used to search in columns.
• Formula: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
• lookup_value: The value to search (e.g., country).
• table_array: The range to search in (must start from lookup column).
• col_index_num: Column number to retrieve value from.
• range_lookup:
◦ FALSE = exact match (used when value exists exactly in the table).
◦ TRUE = approximate match (used when exact match not needed)., must be arranged
in ascending order
✅ Common VLOOKUP Examples:
• Retrieve region based on country.
• Retrieve sales or product category from a dataset.
• Retrieve branch using customer code.

2. HLOOKUP (Horizontal Lookup)

• Used to search in rows.
• Formula: =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
• Used when titles/keys are in the first row.
• Similar structure to VLOOKUP but works across rows.
✅ HLOOKUP Use Cases:
• Get discount % based on region.
• Get sales percentage based on sales ranges.
• Uses TRUE for approximate match (requires ascending order in first row).
• Use absolute references ( $ ) for fixed table arrays.

3. Data Formatting
• For percentages (e.g. 0.02 → 2%):
 ◦ Go to Home → Number Format → Percentage.
◦ Use Decrease Decimal to remove 0 decimal places.

4. Absolute Cell References

• Use $ (e.g., $A$1:$C$5 ) to lock the table array when copying formulas.

5. Calculating Sales
• Formula: =Number_of_Units * Cost_Price

⚠️ Tips That Might Be Quizzed:

• VLOOKUP only works when the lookup column is on the left of the return column.
• When using TRUE in VLOOKUP or HLOOKUP:
◦ Data must be sorted in ascending order (e.g., 0 to 250, 251 to 500).
• Can't use non-unique fields (like region or segment) as lookup_value .
• Be able to distinguish when to use VLOOKUP vs. HLOOKUP based on data orientation
(columns vs. rows).

Excel Session 5 – Part 2: Pivot Tables

✅ Purpose of Pivot Tables
• Used to analyze and summarize large datasets quickly without writing formulas.
• Focus on visual data presentation.
• Excel performs automatic calculations (e.g., sum, average, count).

📝 Data Requirements for Pivot Tables

1. Headers: Every column must have a clear, unique header.
2. No Empty Cells: Avoid blank rows or columns; occasional blanks may be excused but
should be reviewed.
3. No Subtotals/Totals: Do not include total rows or calculated fields in raw data.
4. No Merged Cells: All cells must be standard, unmerged cells.

🛠️ Creating a Pivot Table

1. Select the dataset:
• Click on any cell in your dataset.
• Press Ctrl + Shift + ↓ to select the full range.
 2. Go to Insert > Pivot Table.
3. Choose to place the pivot table on a new worksheet or the same worksheet.
4. Build the table using Pivot Table Fields:
• Filters: Add filters (e.g., Region).
• Rows: Categorical data (e.g., Country).
• Columns: Break data into groups (e.g., Segment).
• Values: Numerical fields (e.g., Sales, Profit).

📊 Example Setup
• Row: Country
• Column: Segment
• Values: Sum of Sales
You can:
• Drag and drop fields between sections.
• Click dropdown on “Sum of Sales” → Value Field Settings to change to:
◦ Count
◦ Average
◦ Max, Min, etc. OR
Pivot table analyse than go to active field than go to field settings

🔧 Formatting Tips
• Change decimals: Right-click a value > Number Format > Set decimal places.
• Edit Labels: Click on cells (e.g., A3, A4) to rename like:
◦ “Countries”
◦ “Average of Sales per Country”

🔎 Filtering & Sorting

• Add a field (e.g., Region) to Filters area.
• Use dropdown to select only specific regions (e.g., Southern Africa). //of region
• Sort rows A–Z or Z–A using Home > Sort & Filter. // click on the cell you want to sort

💡 Recommended Pivot Tables

• Use Insert > Recommended PivotTables.
• Excel suggests layouts (e.g., sum by product category, sum by city).
• Customize further by:
◦ Adding/removing fields
◦ Editing field names
 ◦ Filtering by branch, product, customer, etc.

🧩 Double-click Function
• Double-click a pivot table value → Opens a new sheet with underlying data for that
specific value.// like only seeing the data of category accessory

✔️ Use Case Example: Mr. Mueller’s Request

• Created a pivot table showing Zambak sales per product category.
• Edited labels, removed unnecessary fields (e.g., product code, customer code).
• Customized layout for clarity.

Here’s a concise summary of the Pivot Chart (Session 5 - Part 3) Excel lesson, ideal for
study or review:

📊 Excel Session 5 – Part 3: Pivot Charts Summary

🔁 Quick Recap:
• Part 1: VLOOKUP and HLOOKUP functions.
• Part 2: Creating and customizing Pivot Tables (e.g., changing sum to average, showing %
of grand total, formatting rows/columns).

Right click data and go to show value as, and change to percentage
📉 Creating Pivot Charts
1. Go to: PivotTable Analyze → Pivot Chart (under Tools group).
2. Chart Types: Choose from Column, Bar, 2D, 3D charts, etc.
•Use Clustered Bar/Column for comparisons.
3. Pivot Chart auto-links to Pivot Table – changes reflect in both.

⚙️ Customization Options
• Design Tab:
◦ Remove or show Grand Totals (Rows/Columns).
◦ Show/hide Subtotals.
◦ Change chart type, style, or colors.
◦ Add Chart Titles.
• PivotChart Analyze Tab:
◦ Show/hide: field buttons, legend, axis, report filters.//field buttons option
◦ Interact with data using filters directly on the chart.
◦ preview screen-shows us preview
 ◦ can use segment to filter data

📆 Slicers & Timelines

🧩 Slicers:
• Allow filtering by categories (e.g., Region, Branch).
• Added via Insert Slicer or right-clicking a Pivot Field.
• Changes apply to both Pivot Table and Chart.
⏳ Timeline:
• Specialized slicer for date-based filtering.
• Filters by Month, Quarter, or Year.
• Found under PivotChart Analyze → Insert Timeline .

🧰 Additional Tools & Tips

• Use +/- buttons to expand/collapse grouped data (e.g., City).
• Right-click values to change display (e.g., % of Grand Total or No Calculation).
• Remove blank lines or repeated items for clean formatting.

📌 Use Case Example

• Filtering by Branch (e.g., Cape Town, Johannesburg) dynamically updates both Pivot Table
and Chart visuals.
• Changing chart type to 3D or customizing titles and legends for presentation-ready
outputs.

✅ Excel Session 5 Quiz: LOOKUP Functions & PivotTables

Total: 10 Questions(Multiple Choice & True/False)

Multiple Choice (1 mark each)

1. Which Excel function is used to search for a value in the first column of a range and
return a value in the same row? A. HLOOKUP B. INDEX C. VLOOKUP D. MATCH
2. In a VLOOKUP formula, what does the "range_lookup" argument control? A. The
number of rows to skip B. Whether the result is exact or approximate C. The order of the
data D. The direction of the search
3. What does HLOOKUP do? A. Looks up data in a horizontal row B. Highlights duplicate
values C. Hides unused columns D. Creates headers automatically
 4. What is required for a PivotTable to function properly? A. Data with only text B. A
sorted list C. A well-structured table with headers D. No blank cells at all
5. Which area in a PivotTable is best for placing the data you want to calculate or
summarize (like totals)? A. Filters B. Rows C. Values D. Columns

True / False (1 mark each)

6. VLOOKUP searches for a value vertically in the first row of a table. ☐ True ☐
False
7. In a VLOOKUP function, if you use FALSE as the last argument, it means you want
an exact match. ☐ True ☐ False
8. A PivotTable can be used to group and summarize large amounts of data quickly. ☐
True ☐ False
9. You can drag multiple fields into the "Values" area of a PivotTable to show
different calculations like Sum, Average, Count. ☐ True ☐ False
10. PivotTables update automatically when the original data changes. ☐ True ☐
False

Awesome! Here's the answer key for the Excel Session 5 Quiz on LOOKUPs and PivotTables:

✅ Answer Key – Excel Session 5 Quiz

Multiple Choice
1. C. VLOOKUP → VLOOKUP searches the first column of a table for a value.
2. B. Whether the result is exact or approximate → The range_lookup argument
controls this (use FALSE for exact, TRUE or omit for approximate).
3. A. Looks up data in a horizontal row → HLOOKUP searches horizontally, i.e., in the
top row of a range.
4. C. A well-structured table with headers → PivotTables require labeled columns
(headers) to function correctly.
5. C. Values → The "Values" area is used for calculations like totals, averages, etc.

True / False
6. False → VLOOKUP searches vertically in the first column, not the first row.
7. True → Using FALSE ensures VLOOKUP only returns an exact match.
8. True → PivotTables are ideal for grouping and summarizing large data sets.
9. True → You can drag multiple fields into the "Values" area and use different summary
functions.
 10. False → PivotTables do not auto-update with changes to the original data; you must
refresh them manually.

Absolute cell referencing in Excel means locking a cell reference so that it does not change
when you copy or autofill a formula to other cells.
🔓 Regular (Relative) Cell Reference:
• Example: A1
• Changes when copied to another cell.
• Example: if you copy =A1+1 from cell B1 to B2, it becomes =A2+1 .
🔒 Absolute Cell Reference:
• Example: $A$1
• Does NOT change when copied or autofilled.
• Useful when you want a formula to always refer to the same cell.

🧠 Keyboard Shortcut:
• Press F4 after clicking on a cell in your formula to toggle between reference types:
1. $A$1 → absolute column and row
2. A$1 → relative column, absolute row
3. $A1 → absolute column, relative row
4. A1 → relative column and row (default)

✅ Example:
Let’s say you have a discount rate in cell D1 , and you’re calculating discounts in column B:

=A2 * D1 ← (this is relative referencing)

When copied down, it becomes =A3 * D2 , =A4 * D3 , etc. which is incorrect if the discount is
always in D1 .
To fix it:

=A2 * $D$1 ← (absolute referencing)

Now D1 stays the same no matter where you copy the formula.

Want me to show a visual example using a simple Excel table?